Empeon Workforce offers the ability to track and manage Company Assets assigned to employees. Once an item, such as a laptop, monitor, mobile device, or company tool, is registered as a company asset, it can then be assigned to an employee through their Employee Profile. In doing so, this allows for the tracking of serial numbers, expiration dates, and notes on the asset’s condition.
Proactive asset management helps organizations to prevent loss, theft, and misuse of company property. Empeon Workforce supports asset management by documenting current and past asset assignments along with any relevant notes. Additionally, for assets with expiration dates, Alerts can be set up to ensure timely returns.
Registering a Company Asset
Before a company asset can be assigned to an employee, it must first be registered. To register a company asset, navigate to the HR section within the Company tab, and then select the Company Assets Card.
Within the Company Asset Card, it will display any company assets that have already been set up, as well as provide the option to register a new company asset by clicking the blue "+ New Company Asset" button.
Registering the asset simply involves creating a Code for it. There is a ten character max when configuring the code and there is also a Description field where additional details about the asset can be provided, such as the make and model or the total inventory of the item. This process simply involves creating a company asset code for the item. Additional details regarding the asset are provided when assigning the asset to an employee.
Please note that company vehicles should not be registered as a company asset since there is a separate category on the Employee Profile for vehicles.
Once these fields are complete, click "Save" to officially register the company asset on the company-level. After registering the company asset, it is now ready to be assigned to an employee on their Employee Profile.
Assigning a Company Asset
After a company asset is configured at the company level, assign it to an employee by navigating to the respective Employee's Profile: People tab > Employees section > Select Employee.
On the Employee Profile, select the "Assets" tab and then click "Company Assets". This will open the Company Assets section of the Employee's Profile, where company assets can be assigned and any assets previously assigned, can be viewed.
Click the blue 'plus' sign in the top right corner to assign the employee a company asset. If no assets are assigned, this can also be initiated by clicking grey button that says "+ Add Company Assets". If there are assets already assigned, this grey button will not show.
When registering a company asset on the Employee Profile, the following fields of information will be prompted:
- Asset - Select the Company Asset to assign to the employee from the dropdown menu. All active company assets codes will be listed here.
- Asset ID - Enter any relevant serial numbers or asset identification numbers specific to the asset being assigned. Tracking serial numbers is recommended when managing an inventory of the item.
- Date Issued - Enter the date when the asset is issued to the employee.
- Expiration Date - If applicable, enter an expiration date for the company asset.
- Notes - Additional details about the asset's condition can be recorded in this field. Notes can be updated over time, making it especially useful for documenting the asset’s condition upon return.
The "Returned" toggle should remain off. It will not be until the asset is returned where this toggle should be turned on and a Return Date is entered. As mentioned, Notes can be used to indicate the asset's condition upon its return.
When registering the company asset on the Employee Profile, there is also the option to upload any relevant document files. This can be useful for storing images of the asset to document its condition prior to assignment and also upon its return.
Once each field is complete, click "Save" to finalize assigning the asset to the employee. After assigning the company asset, there is still the option to edit any of this information that was entered and upload any necessary documents.
There is also the option to delete this record as well, however that will delete any trace that the company asset was ever assigned to the employee in the first place.
Returning Company Assets
Assigning company assets to employees and recording this within the system is essential for ensuring the asset's timely return. For assets that have been assigned with an expiration date, it can be helpful to set up an Alert for "Employee Company Assets Expiration". This can help ensure Workforce Users receive reminders of upcoming assets due to expire.
When a company asset is returned, it is important to change the record on the Employee's Profile to show that the asset has been return. To update the record for a returned company asset, select the "Edit" icon on the company asset record.
Use the "Return" toggle to indicate that the asset has been returned, enter the "Return Date" and then if desired, enter any Notes regarding the condition that the asset is in.
Click "Save" to update the company asset record on the Employee Profile, reflecting the return status and the return date. Though the company asset was returned, the record will still remain on the Employee's Profile. This will help to maintain a history record of company assets that have been assigned and returned.
Please note that deleting this record altogether once the asset has been returned, instead of updating the record will delete any trace that the company asset was ever assigned to the employee. This is not recommended if historical records of assigned assets are preferred to be kept.